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2006-12-12 Queensbury Recreation Commission Queensbury, NY 12804 Minutes of the December 12,2006 regular meeting held at the Town of Queensbury, Supervisor's Conference Room Chairperson Jack LaBombard called the meeting to order at 7:06 p.m. Present: Commissioners LaBombard (Chair), Etu, Maine, and Mott, Staff Present: Director Lovering, Program Specialist O'Shaughnessy, Q-Club Coordinator Baertschi, Aquatics Supervisor Carr Guests: Jim Miller (Miller and Associates) Approval of Minutes: It was moved by Commissioner Maine and seconded by Commissioner Mort to approve the minutes from the November 7, 2006 meeting and to place in file. All members present approved. Communications and Remarks from visitors: (See file for copies) Memo from Director Lovering to Commission members regarding tentative meeting schedule for 2007. Motion to approve the dates as proposed by Commissioner Mott, seconded by Commissioner Etu, passed unanimously. Copies of budget as passed recently by the Town Board were reviewed by those present. Memo from Director Lovering to Queensbury Town Board members regarding the Hovey Pond - Capital Improvement Project. The project came in about 5% under budget with remainder of funds to be used for other things such as upgrading trash receptacles, etc. Memo from Director Lovering to members of Recreation Commission regarding present personnel. Director Lovering mentioned that there was one modification in the memo in that Elise Carr, the Aquatics Supervisor actually has seven years of service in her credit to the Town. Memo from Director Lovering to Supervisor Dan Stec regarding the Commission's decision to terminate the lease with Finch,Pruyn and Co. for their property at the end of Big Boom Road. Program Specialist O'Shaughnessy reviewed the newsletter of the Queensbury Parent- Teacher-Student Association regarding information pertaining to the Recreation Commission's involvement in the After School Creative Network, and there's been only very positive comments. Commissioner LaBombard indicated that he had a discussion with a community member recently about the need for an additional indoor swimming pool, and he's had many such discussions with other members of the community recently. He indicated that the school board of the Queensbury Union Free School District recently discussed that the Department may likely see less availability for its programs for use of the pool. Commissioner LaBombard indicated the he was disappointed that the school board had not enthusiastically supported the earlier proposal for a community center with a community pool. He said he made mention of that to his fellow school board members recently. Unfinished Business: Jim Miller of Miller & Associates was present to discuss a variety of projects, including proposed master plan for West End Park. Mr. Miller estimated that the project may run more than $150,000, but will do a cost estimate as the next step in the project. He estimated that the project from start to finish could be completed in six to eight weeks, and Director Lovering says he's evaluated the situation, and feels that once the park has been updated, there will be minimal increase in costs for park maintenance. In reviewing the information, Commissioner Etu questioned the need for additional parking and Mr. Miller suggested how adjacent spaces that were not necessarily set aside for parking could be used for overflow, without formal grading. Commissioner Mott discussed the need for topsoil, especially around the proposed, multi-use field, and without irrigation. Mr. Miller felt that an alternative material that will hold water better might be more useful, and will investigate this. Commissioner LaBombard suggested inviting Ward Councilman, Tim Brewer to get involved in this, and also mentioned that it would be worthwhile to have some members of the community in that area of town review this as well. Mr. Miller indicated that he would need to have an updated topographical survey completed, and that will be done. Once Mr. Miller has his cost estimate completed and it is reviewed by the Recreation Commission, if there are no major issues with it, Director Lovering will develop a proposal for the use ofCIP funds for the Commission's approval, and then to the Town Board. Jim Miller also showed his preliminary plans for the initial development of the Riverside Park and Nature Preserve. He says that "We are ready to begin this project, and the survey has been done." He showed those present a "Park Access and Clearing Plan" for the initial clearing of trees and brush and development of the access road. He went on to show another drawing labeled "Park Entry and Parking Plan," which shows a redesign and realignment of the entrance to the park, and the development of the parking area. In addition, he also proposes basic trail development and entry signage for the park. Also, Mr. Miller suggested that it would be more efficient and likely much cheaper for the Commission to hire a company to transplant pine trees near the entrance, which will also create the necessary buffer zone between this property and the adjacent Faith Bible Property. He estimates that the work can be done for approximately $1000.00 as opposed to about three times that if the work was to be done by planting new trees along that area. Director Lovering will meet with representatives of BOCES this Saturday morning at 11 :00 a.m. to review their work on this project, and BOCES may actually start their work in January. Commissioner Etu also recommended that Councilman Brewer be part of this process and it would also be to everyone's benefit to have some publicity about the cooperation between the Town Recreation Commission and BOCES in completing this much needed project. In his discussion regarding trail development, Mr. Miller had suggested that some of the trails may have wood chips to help keep them dry and delineated, and Director Lovering suggested that we could use some of the trees that will be cleared, and for the Town's Recreation Commission to use their wood chipper to supply necessary wood chips and to cut the cost somewhat. Director Lovering indicated that the budget for the department is up about 2% and about $8,600 was cut from the original proposed budget, but he still feels the budget is quite functional for his department and is quite pleased with the work that the Town has done in working through this process. A discussion was held over the next steps in developing the next phase for the Ridge/Jenkinsville Project. Director Lovering outlined what he feels are the next steps in the project, and that being the development of construction costs for both options: A) the construction of all fields at the same time or B) completing about half the fields one year and about half the next. Commissioner Mott had discussed that option B might be the best as it would allow us to keep operating the programs in that area for a time, and also would help spread out the cost of the project over two budget years. In addition, Director Lovering feels that after that is done, his department will develop an operational analysis in terms of the investment in such things as equipment and manpower in the maintenance of the expanded park, and will also do the next step which will make a proposal for user fees and projection of revenues once the park is completed. Once that's done, he will give that information to the Commission, and then the Commission will meet with interested community parties, particularly the representatives of various sports groups that are likely to use this expanded park. Once that has been completed, a meeting with the Town Board will be set up to go over the proposal. Commissioner LaBombard suggested that Commissioner Conboy head up this project for the Recreation Commission. Project Specialist O'Shaughnessy had suggested having the Commission and School Laison Committee get involved, as it is anticipated that the school might be interested in using some of these facilities at different times. Director Lovering felt that his review of the construction costs, his completion of an operational analysis including user fees and projection of revenues could be done by some time in January, and this should be discussed at the February meeting of the Commission. It is hoped that the work could start on this project as early as July of 2007. A motion was made by Commissioner Mott and seconded by Commissioner LaBombard to accept the recommendation of the Commission's personnel committee regarding a title change for one employee. That was passed unanimously by those present. That will now be sent to the Town Board for their approval. New Business: None Committee Reports: None Monthly Parks and Recreation and Program Report: Director Lovering presented his monthly report to the Commission in written form and that is available for review. It was noted that the Dept. has set up two trips to the Great Escape Water Park, and that seems to be well received. Commissioner LaBombard suggests that in the future, the Department negotiate for better nutritional opportunities for those participating in such events. Commissioner Mott then motioned that the Commission go into executive session to discuss a personnel issue, and that was seconded by Commissioner Etu and accepted unanimously by those present. That was at 8:39 p.m. At 8:51 p.m. Commissioner Etu motioned that the Commission come out of executive session and that was seconded by Commissioner Maine and passed unanimously. Director Lovering indicated that he did have one piece of new business, and showed a map regarding a proposal by the Queensbury Little League asking the Town to approach the City ofOlens Falls to purchase property off Potter Road that could be used for their purposes in the near future, as they expect that their use of school district property will be minimized or eliminated in the upcoming years. This has been an ongoing issue for many years, and it was the agreement of all those present that we will continue to monitor the situation, but the consensus of those present was that this is necessary and has the backing of the Commission and the Department. Director Lovering will discuss this further with Supervisor Stec. Adjournment: Motion was made by Commissioner Maine and seconded by Commissioner Etu to adjourn the meeting at 9:03 p.m. and that was passed unanimously. Respectfully submitted, !1/oved By ~J Jack LaBombard, Chair Paul D. Etu, Acting Secretary